Further Considerations – Purpose of a CMMS

Asset Maintenance and Reliability

“SOPs provide consistency and accuracy within maintenance management software, which is a significant financial investment. General goals of successfully implementing CMMS software include:

  1. Enhance reliability of equipment, whether it’s used for manufacturing or simply aids in the operation of the facility
  2. Provide management with a means to analyze operations, departments and equipment—which helps in future short-term and long-term planning
  3. Increase efficiency of operations or production by maximizing machine uptime

These goals can easily be accomplished by taking steps to ensure all data in the CMMS is properly entered and maintained. Doing so helps organization’s implement CMMS successfully and also helps maximize its full potential, and thus return on investment (ROI).”

The above section was posted on an excellent article by Robert Brieck in Industry Week (https://www.industryweek.com/).

  1. Enhance reliability of equipment, whether it’s used for manufacturing or simply aids in the operation of the facility

Mr. Brieck highlights general goals for a CMMS implementation. The first goal is to enhance reliability of equipment. Thinking of your Assets in Maximo, would you say that your CMMS system improved performance of your assets? What were some of the limitations? One personal experience my firm had with a particularly messy implementation of Assets went as follows We were called in to ‘clean up’ an IBM Maximo implementation that was never fully utilized. One of the tasks was to ‘walk down’ their assets to verify information in the system. We found many issues unfortunately. First, we discovered many new buildings (or remodels) that were not in the system. Either assets were moved (but the move was not recognized in Maximo) in the case of remodels. Or, whole groupings of assets never made it to the system. How could this have been prevented? What could we do to ensure this was cleaned up and avoided in the future?

All new assets were recorded as part of the project. Other assets were moved to the correct location using Move/Modify in Maximo. Then, we worked on ensuring that the correct players were involved in any new construction projects or remodels. A requirement was made that the Director of Maintenance was responsible for ensuring all Assets were included in the CMMS system and that the Director of Maintenance was involved in any discussions of new builds or remodels. Also, a note from Briek’s article would be helpful here.

“Work Order Close Out – All work performed in the plant must be performed against a valid CMMS work order. Under no circumstances is work of any nature to be performed without a work order. “

We also worked with the maintenance technicians to check Assets when entering maintenance work orders to ensure that information was accurate. If it was not accurate, a change form would be submitted for updates.

  • Provide management with a means to analyze operations, departments and equipment—which helps in future short-term and long-term planning.

The first thing that comes to mind with this point is the reluctance of maintenance department employees to enter full information in Maximo. “Management will use the CMMS as a tool to keep an eye on us”. This is a common refrain when implementing new systems. Upfront, it needs to be made clear that no information entered in the CMMS will be used as a Human Resources tool to identify issues with employees. That must be handled in other ways. Without trust in the system, you’re bound to get a lot of junk data being entered (or no data at all).

Second, what is provided to Management to help them analyze operations? And, is there buy in from Upper Management and even visibility to the importance of information generated form the CMMS system? Within Maximo, well defined KPIs can provide valuable information to management teams responsible for monitoring the maintenance program. Do managers currently good KPIs to monitor progress over time? Reports can also be developed and e-mailed to the management team regularly to keep them apprised of maintenance operations. If the maintenance workforce sees the management team actively monitoring this information and acting on the results, this will reinforce the need for good and complete data entered in Maximo.

  • Increase efficiency of operations or production by maximizing machine uptime

This point is tied to the previous points. Is your CMMS system helping you increase machine uptime? Do you have good measures of this? Generally, investments in a CMMS system are not small. So, it would be a great idea to show how the CMMS is ‘earning its keep’. There are lots of savings when improving critical machine’s uptime. Using the ‘Report Downtime’ option on a work order within Maximo allows you to identify when an Asset is down and then report on the length of downtime of Assets overall. If this feature is accurately used, you could then look at the assets that are down the most and respond as is necessary. We’d be interested in your take on the above three points. How have you addressed these goals? What else can be done to ensure full implementation of Maximo and accurate entry of data?

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